Privacy Policy

Who this Privacy Policy covers

This policy applies to personal information we collect in connection with the CifraCove website and related interactions, including when you:

• Visit or use our website.
• Use Check My Price or another website tool.
• Submit a bookkeeping inquiry or contact form.
• Contact us by email, telephone, or another communication method.
• Request information about Monthly Bookkeeping, Catch-Up & Cleanup, or QuickBooks Online Setup.
• Make a payment through an available payment method.
• Become or consider becoming a CifraCove client.

Additional privacy terms, engagement agreements, platform notices, or legally required disclosures may apply when you become a client or use a particular service or third-party platform.

Information we may collect

The information we collect depends on how you interact with CifraCove and the bookkeeping service or website feature involved.

Information you provide directly

We collect information you voluntarily provide when completing a form, communicating with us, requesting a bookkeeping service, using a website tool, making a payment, or otherwise interacting with CifraCove.

Information generated through client work

If you become a client, additional information may be created or maintained in connection with the engagement, including communications, workflow records, accounting information, reports, service notes, access permissions, reconciliations, exceptions, and other records reasonably necessary to perform the agreed work.

Bookkeeping records, QuickBooks Online data, and financial documents

During an active bookkeeping engagement, CifraCove may receive, access, review, create, organize, or exchange bookkeeping-related records reasonably necessary for the agreed scope. Depending on the engagement, these records may include bank and credit-card statements, transaction records, receipts, invoices, bills, loan statements, payroll reports, payment-processor reports, ecommerce reports, reconciliation records, QuickBooks Online data, supporting schedules, Profit & Loss statements, Balance Sheets, and other bookkeeping or financial records.

Where practical, information may be accessed directly through authorized QuickBooks Online or connected-system permissions rather than by transferring additional copies of records. When documents need to be exchanged separately, clients should use the access or document-sharing method provided for the engagement and should not send account passwords, MFA codes, or other authentication credentials with those records.

How we may use information

We may use personal information for legitimate business, website, and bookkeeping-service purposes, including to:

• Respond to inquiries and communicate with you.
• Evaluate the likely bookkeeping scope and service fit.
• Provide Monthly Bookkeeping, Catch-Up & Cleanup, or QuickBooks Online Setup under an agreed engagement.
• Establish, administer, document, and perform client engagements.
• Coordinate bookkeeping records, questions, exceptions, and authorized accounting-system access.
• Process or facilitate payments where applicable.
• Maintain business records and service history.
• Operate, protect, troubleshoot, and improve the website and our systems.
• Prevent fraud, misuse, unauthorized access, abuse, or security incidents.
• Comply with applicable legal, contractual, accounting, recordkeeping, security, or risk-management obligations.
• Enforce agreements and protect the rights, safety, property, and legitimate interests of CifraCove, clients, users, and others.

Payment information

If online card or electronic payments are offered, transactions may be processed through a third-party payment processor rather than directly through CifraCove website systems.

The payment provider may independently collect information necessary to process the transaction, such as payment-card details, billing information, transaction information, fraud-prevention information, and device or technical information.

CifraCove may receive transaction-related information such as:

• Customer name.
• Payment amount.
• Payment status.
• Transaction or processor reference.
• Date and time of payment.
• Limited payment-method information supplied by the processor.

The payment provider's own privacy policy and terms govern its independent handling of payment information.

Cookies and website technologies

The website may use cookies, local storage, scripts, server logs, analytics tools, security technologies, or similar technologies depending on the website features and services enabled.

These technologies may support functions such as:

• Essential website functionality.
• Security and fraud prevention.
• Remembering preferences.
• Measuring website performance and usage.
• Understanding how visitors navigate the site.
• Supporting forms, payments, scheduling, or embedded services.

Technology, automation, and AI-assisted workflows

CifraCove may use technology and automation to support bookkeeping and administrative workflows. Depending on the engagement and tools involved, technology may assist with information organization, data extraction, classification, matching, reconciliation support, exception identification, document organization, workflow tracking, review preparation, or preparation of bookkeeping reports and financial statements for human review.

Automation is intended to assist the work. People remain responsible for context, exception follow-up, escalation, and judgment within the applicable bookkeeping scope. Automated tools are not assumed to be error-free.

When third-party technology providers process information for CifraCove, their access may depend on the applicable service, configuration, contractual arrangements, and legitimate business purpose.

How information may be disclosed

We may disclose personal information when reasonably necessary to operate the business, provide requested bookkeeping services, protect legitimate interests, or comply with applicable obligations.

Service providers

Information may be made available to companies that support functions such as website hosting, communications, email, payment processing, cloud infrastructure, accounting technology, security, document management, analytics, customer support, or other business operations.

Bookkeeping contractors or collaborators

When reasonably necessary for an engagement, information may be made available to authorized personnel, contractors, or service collaborators who support the agreed bookkeeping work, subject to the access and responsibilities applicable to their role.

Client-authorized parties

Information may be provided to a person or organization when you direct, authorize, or reasonably expect us to coordinate with that party in connection with the bookkeeping service.

Legal and protective purposes

Information may be disclosed when reasonably necessary to comply with applicable law, legal process, enforce agreements, investigate suspected misconduct, protect systems, or protect rights, safety, and property.

Business transactions

Information may be transferred or disclosed in connection with a merger, acquisition, financing, restructuring, sale of assets, business transition, or similar transaction, subject to applicable requirements.

Information retention

We retain information for periods reasonably necessary for the purposes for which it was collected or as otherwise appropriate for business, contractual, accounting, tax, legal, security, dispute-resolution, recordkeeping, or compliance purposes.

Retention periods may differ depending on:

• The type and sensitivity of the information.
• Whether you become or remain a client.
• The bookkeeping service or project involved.
• Contractual requirements.
• Applicable legal or recordkeeping obligations.
• Security, fraud-prevention, or dispute considerations.

When information is no longer reasonably required, we may delete, de-identify, anonymize, archive, or otherwise handle it in accordance with applicable requirements and operational needs.

Information security

CifraCove seeks to use administrative, technical, and organizational measures appropriate to the nature of the information, systems, services, and risks involved.

Our security approach emphasizes client-controlled QuickBooks Online access, avoiding password sharing, limiting public intake of sensitive information, and using appropriate access methods for bookkeeping work. Where appropriate, bookkeeping information may be accessed through authorized QuickBooks Online permissions or other connected-system access rather than by exchanging master credentials. More information is available on our Security page.

Bookkeeping documents and financial records may also be exchanged through document-sharing, cloud-based, portal, email, or other workflows appropriate to the engagement. The specific systems used may change over time, and no electronic transmission, storage method, or third-party platform can be guaranteed to be completely secure.

You can help protect information by using strong passwords, enabling available security features, protecting your devices, avoiding insecure transmission of sensitive information, and promptly notifying us if you believe an interaction involving CifraCove may have been compromised.

Privacy rights and choices

Depending on where you reside, the nature of your relationship with CifraCove, the information involved, and which privacy laws apply, you may have certain rights concerning personal information.

Exercising a privacy request

To make a privacy request, email admin@cifracove.com and clearly identify the request as a Privacy Request.

We may need to verify your identity or authority before completing certain requests. We may also ask for information reasonably necessary to locate relevant records and understand the request.

Some requests may be denied or limited when an applicable exception applies, information must be retained for another lawful purpose, the request cannot be appropriately verified, or the requested right does not apply to the particular information or relationship.

Where applicable law provides a right to use an authorized agent, we may request information necessary to verify the agent's authority and the underlying request.

CifraCove will not unlawfully discriminate against an individual for exercising an applicable privacy right.

Third-party websites and services

Our website or bookkeeping workflow may link to, use, embed, or integrate services operated by third parties, such as QuickBooks Online and other accounting platforms, payment processors, banking or financial-data connections, communication services, document-sharing or cloud-storage providers, website tools, or other external providers used to support the engagement.

Their privacy practices are governed by their own policies and terms. CifraCove does not control the independent privacy practices of third-party websites and services.

We encourage you to review privacy information provided by third parties when you interact directly with their services.

Children

The CifraCove website and bookkeeping services are intended for businesses, business representatives, and adults seeking applicable services. The website is not designed or directed primarily toward children.

If we learn that personal information was submitted through the website in circumstances where collection was inappropriate or unlawful, we may take reasonable steps to delete or otherwise address that information.

Changes to this Privacy Policy

We may revise this Privacy Policy from time to time to reflect changes in services, technologies, business practices, legal obligations, or other circumstances.

When we update this policy, we may revise the “Last Updated” date displayed at the top of the page. Where additional notice is required by applicable law, we may provide that notice through an appropriate method.

You should periodically review this page for the current version of the policy.

Contact us about privacy

Questions about this Privacy Policy or requests concerning your personal information may be directed to CifraCove below.

Please write “Privacy Request” in the subject line or first line of your request so it can be appropriately routed.